Payment missing when trying to match to a deposit

Thank you, I figured it out!

how can I tell if a customer payment has already been matched to a bank transaction?  I'm trying to match one and the payment is there, but it's not coming up on my list of possible matches.  I know the amounts do not match perfectly because I have to account for the merchant fees of the credit card payment

Hello, @DebGer.

I'm here to share some information about matching your downloaded deposit transaction. 

Here are the factors that may have been the reason why you're unable to match your transactions:

• Hasn't been reconciled.
• Was entered using the same bank account.
• Wasn't matched to another downloaded transaction.

To resolve this, let's first generate the Transactions List by Customer report to locate the invoices and their payments.

Here are the steps:

1. Go to the Reports menu.
2. In the search bar, type in Transaction and select Transaction List by Customer.
3. Choose a date range.
4. Click Customize.
5. Go to Filter.
6. Put a checkmark beside Transaction Type.
7. Select Invoice and Payment.
8. Click Run report.

You can open the invoice from the report to check the payment and the bank account used. 

Lastly, to make sure that your invoice payments are properly recorded, you'd want to use the Undeposited Funds account. This way, you can properly deduct the merchant fees from it. Here's how:

1. Go to the + New icon.
2. Select Receive Payment.
3. Enter the necessary information.
4. Deposit the money to the Undeposited Funds account.
5. Select Save and close.

Once, done complete, let's deposit the payments to the bank account where the actual payments were posted. 

1. Go to the + New icon.
2. Select Bank Deposit.
3. Choose the appropriate account where you want to deposit the money.
4. Locate the invoice payments you've recorded.
5. Under the Add funds to this deposit table, add the merchant's fee.
6. Pick  Bank Charges & Fees for the account type.
7. Make sure to put a negative sign on the amount.
8. Hit Save and close. 

Now, you can start matching your deposits and payments again. You can read through this article for more detailed information: Deposit payments into the Undeposited Funds account in QuickBooks Online.

Get back to us here if you have other questions about managing your income-related transactions. I'm always here to help.

I have confirmed that payment was not reconciled and the payment was posted to undeposited funds. Still, the payment is not showing when trying to match a deposit in the bank feed. I will add that my payments are pulled (synced) from a CMR system Jobber. It appears to be random because some match perfectly then others do not show in my list to match. Any insight? 

Joining the thread to help you match your banking transactions, Malpal01.

Aside from the amount and date of the transactions, QuickBooks will also look for transactions that are in the bank register when looking for a match, This means that the system will not match transactions that are not yet deposited into the bank. 

You mentioned that you can still see the transactions in the Undeposited Funds account. In this case, you need to make a bank deposit. Here's how:

1. Go to the + New button and select Bank Deposit.
2. Select the correct bank account where you want to deposit the money.
3. Enter all the details of the deposit.
4. Hit Save and close. 

Once done, go back to the Banking section and match the transactions again. 

Let me also a couple more articles to give you more guidance and reference when using the Online Banking feature in QBO:

• What To Do If You Get A Bank Error Or Can't Download Transactions In QuickBooks Online
• Unmatch Downloaded Bank Transactions Or Move Them To Another Account

Don't hesitate to reach out to us again or add another reply if you have follow-up questions. The Community is always by your side to offer our help again. 

I don't follow. The bank deposit is not the issue. The payments received are not showing in the available list when to match the deposit from the bank feed. See the screenshots. One is the payment made on the invoice. The other is the match screen of the deposit that I am trying to match to the payment. You will see the name in the search bar of the customer that made the payment but she is not showing up as an available match. 

Thanks for the prompt reply, @Malpal01.

Based on the screenshot you've shared, you'll have to receive the payment and deposit it to the correct bank. This way, you can match the transactions.

Here's how:

1. Go to the +New icon, then choose Received payments. 
2. Choose the customer, then the invoice.
3. Complete the Payment date and method.
4. Enter the exact amount. 
5. Click the Deposit to a drop-down arrow, then choose the right bank.
6. Tap Save and close.  

Please, click this link for more further information: Record and make bank deposits in QuickBooks Online. 

Once done, you can now go back to the Banking tab and match the transaction again. Just follow the steps below:

1. Go to the Banking menu.
2. In the For Review tab, locate and click the transaction to match.
3. Click the Match radio button or hit Find other records.
4. Select Match.

 Let me share this guide for the step-by-step process: Categorize and match online bank transactions in QuickBooks Online. 

Let me also add this great resource that you can use for future reference. This provides complete information on reconciling your account accurately: Reconcile an account in QuickBooks Online.

If you still have questions about matching bank transactions, please reply in the comment section below. I'll be around for you. Take care.

I have the same issue. 

I want to apologise, but I guess you are not in full understanding that another user was trying to tell you that all you are saing it is how it should work. 

But please, understand that I'm havin the same issue.

Today spend 3.5 h with support and they advise to do manual recording of the deposing and exclude the transaction from the banking thransactions list. 

In attachement to this you can find step by step all the of what is going on in my account. 

There is a very simple question. Why the payment is not showing when you are trying to match. 

Please, answer strait worward if we are pushing the bytton match and the payment is not yet reconsiled, we suppose to see it in the list, right? if yes, then why it is not showing in there.

Please advise.

I'm here to answer your follow-up question, oganesa.

Base on the screenshot you provided, the Deposit to the account used in the Receive Payment transaction is Undeposited Funds (UF). This is the reason why the payment is not showing when you're trying to match it.

Learn more about recording invoice payments in QuickBooks Online through this article: Record invoice payments in QuickBooks Online.

Let's make sure the deposit payment will go to the correct bank instead of going to the UF account. To do this, just open the Receive Payment transaction and change the Deposit to account.

Once done, you can go back to the Banking page and match the payment from there. I'll show you the steps below:

1. Go to the Banking menu.
2. In the For Review tab, locate and click the transaction to match.
3. Click the Match radio button or hit Find other records.
4. Select Match.
   
   

You might find this article helpful when matching and managing your downloaded transactions: Categorize and match online bank transactions in QuickBooks Online.

For your next step, you'll want to visit these links about reconciliation in QBO for reference:

• Reconcile an account in QuickBooks Online
• Learn the reconcile workflow in QuickBooks
  
  

Let me know if I can help you with bank feeds by leaving a comment below or posting again. Thank you and have a great day ahead.

Dear Charies_M

Will all respect, I complitely disagree with you.

I have done this for about 30 other transactions, and it always worked. And I'm ntoo sure wjy we are trying to breack the process.

1. We recive the payment and it is recorder as payment recived but it is not deposited, that's way it should go to undeposited founds.

2. When phisically USD ammount is in our bank account (which is usualy heppaning 2-5 days after payment is recorded), it will show in my bank transactions.

3.I suppose to be abble to match that money with recorder payment. At list this is how QB is working

4. After matching - in the undeposited funds - it suppose to show R (which I assume means reconsiled).

PLease, let me know if I explein something wrong.

This is heppaning only with my 3 transactions. The rest of them are OK.

Please, don't simplify and go with the original process.

The goal is not just record it. There are a lot of ways to do that. The goal is to follow th eprocess and understand why in this 3 cases system is not working properly.

Update. 

I just was trying to do the match for 2 different bank deposits, and I figured out that even bank deposits are absolutly identical (they both came the same day, they both came in automatically whgen I synch my bank accout), but when the match screen is opening to allow me to choose payments to match - I see different list of payments.

Wht system is filtering? Isn't it suppose to show me the entire list with all avalable optuins that I can make a selection?

And isn't this means that the bag is on the level of search for payments?

Hi there, Oganesa!

Allow me to step in and share additional info when recording your transactions.

When you find to match your transactions in QuickBooks, the system will show you the possible match for your payment.

Here's are some of the articles you can read for more details:

• Download, match and categorize your bank transactions in QuickBooks Online
• Assign, categorize, edit, and add your downloaded banking transactions

I also added our help articles where you can learn more about banking, account management, and many others. You can select each to view them.

Stay in touch if you have any other questions about recording your downloaded bank transactions into QuickBooks Online. I'll be delighted to be your guide once again.

With all respect, this is usless...

You are not reading in details what I'm trying to tell you, not looking into the attachment and all the screenshots. If you would you will see that I was doing exacly how you expleined. 

You are just couying and pasting from instructions things we alredy I'm using and not trying to understand that it doesn't help with fixing the issue.

Hi there. @oganesa.

I've read your post and all the others from this thread, and I can see the importance of matching your transactions to your business activities. 

In QuickBooks Online (QBO), any transaction in the Undeposited funds will not show up on the Find Match on the Banking page since only those on your Bank register will. 

In your case, I have two recommendations that you can follow. First, you can delete the payment deposited to Undeposited funds. Then, recreate that into two payments. Doing so, you can make 2 Bank deposits that are equivalent to the For Review amounts.

The second option is to create a Bank deposit. Select the 461.19 payment. Then, add the Clearing account to the "Add Funds to this deposit" and enter a negative amount of -198.98. After that, make a Bank Transfer from Clearing to Business Bank for 198.98. Since QBO does not allow 2 Bank deposits to match on a single transaction in your bank register. But, you can match 2 transactions from your Bank register into 1 Online Banking transaction yet can't do another way around.

Adding you some articles which you may find helpful when performing the options above:

• Record and make bank deposits in QuickBooks Online
• Transfer funds between accounts

Please keep me updated and if you have any other questions, add a comment below. Have a good day!

Again, with all regards, but what you are explaining is not true.

I already matched 1000 of deposits.

For all of them the payments were assigned to undeposited fund account.

Have you tried to simulate this? Please, do so and then write your recommendations.

I wouldn’t recommending stating the information that is not 100% proven and checked to such a wide audience.

I'm having the same problem.  We don't use Quickbooks Online, for reference.

The customer's credit card was charged and I see the undeposited funds transaction.  As well, the invoice is showing paid.  However, in our check register it's not showing up.  Meaning -- our actual online bank shows the amount as deposited but it's not showing up in Quickbooks when we want to reconcile the account.

I'm using regular QB (not the online version) and I'm also having trouble. I can see that the credit card transaction was completed but it's not showing up in our check register for the bank account it went into.  When we go to reconcile the account the amount isn't there.  (Even though it IS listed if you do a search for it, but it comes up as "undeposited funds".  It is paying the invoice.

Any help you can give would be appreciated.

It's my pleasure to help you with your concern, @Mjenkins2. I'll share further details to get this sorted out.

Undeposited funds is a different asset account that QuickBooks employs as a special, short-term holding account before you deposit payments into the bank. When the payment has already been deposited, the Undeposited amounts are automatically removed.

It's likely that the box to automatically deposit payments into Undeposited money is checked in your circumstance. We may access the transaction under the Undeposited funds and head to the Deposit to section to see where it is being deposited. Altering it will deposit it to the proper account.

Furthermore, if you follow the workflow to receive payment for an invoice in QuickBooks, it will automatically put the transactions into the Undeposited Funds. You'll want to deposit it to the correct bank account, we can record or make bank deposits to combine payments.

Here's how:
 

1. On the Homepage, select Record Deposits / Make Deposits.
2. From the Payments to Deposit window, choose the payments you want to combine and click OK.
3. In the Make Deposits window, select the account you want to put the deposit into from the Deposit to dropdown.
4. Review the deposit total and ensure the account and selected payments match the deposit slip from your bank. Use your deposit slip as a reference.
5. Enter the date you made the deposit at your bank.
6. Add a memo as needed.
7. Then select Save & Close.
    

You can refer to the following articles for additional details:
 

• Deposit payments into the Undeposited Funds account in QuickBooks Desktop
• Record and make bank deposits in QuickBooks Desktop
   

Moreover, once everything is settled, you might want to utilize this link for reference for future purposes: Reconcile an account in QuickBooks Desktop.

If you need further assistance, you can always tap the Reply button and I'll get back to you as soon as possible. Have a good one!

Thank you.  This is great information.  I do need to explain a bit more though... when I click on the undeposited funds line item (when doing a find for the amount), it opens into a customer payment.  It doesn't open into a "make deposit" window.  So I don't have the option to choose a bank.  Yet, I do need to choose a bank because that's my problem.

Hello, Mjenkins2.

Thanks for getting back to us! I appreciate your time in clarifying more details about the missing payment. I'll take it from here and elaborate more on the process, then make sure you would be seeing the transaction on your checking account. I'll add some screenshots to make things easier. 

I backtracked everything from your first reply down to your recent one. I also took note of my colleague's steps to make sure we're on the same page. 

So, I take it that you've opened your Undeposited Funds account (within your Chart of Accounts), and then clicked on the payment transaction (which leads to the Customer Payment screen). 

To simplify my colleague's response in fixing the issue, we would want to go to the Banking menu instead. Then, let's choose the Make Deposits function. 

This will take us to the Payments to Deposits window. We would want to simply check the customer payment under the SELECT PAYMENTS TO DEPOSIT section, then click on OK. 

This would take us to the Make Deposits window. From there, we would be given an option to select a bank account where we want to deposit the payments to (the Deposit To drop-down menu). So in your case, your checking account. 

All we need to do at this point is to review the deposit and add some other information like a memo. Once we're done, we'll want to click on Save & Close. 

The payment will now be sitting on your checking account, ready to be reconciled. 

Speaking of reconciliation, I see that my colleague has already shared the article on how to reconcile your bank.

If you need some help in reviewing your financials (using reports) before closing out the period, I would recommend checking out this article: Understand reports. 

This thread's still open if you have more questions about handling deposits. Do you have questions on managing other entries or running reports? Let us know and we'll be glad to help you out. 

Hi James,

Thank you again for the detail.  I am learning a lot of extra things about QB.  Unfortunately this still doesn't answer the difficulty I'm having.  I'm sure I'm just not explaining it good enough.

I was doing a reconciliation when I realized that $600 was missing in QB.  It's on the bank statement but not in QB.  It's one of the payments that we receive by CC and they usually go right into the bank account.  They also get applied to a pre-written invoice in QB.  

So I went to "find" and searched the amount and the date and found the missing $600.  It's listed in the "find" window as:

10/12/2022   PMT   RBL213430...   Name    1499 Undeposited Funds     ACCB (Recurring Payment)    $600

10/12/2022   PMT   RBL213430...  Name     1200 Accounts Receivable  ACCB (Recurring Payment     $600

When you open them, neither of them will allow me to pick a bank.  

This is typical of what I see when I do a find, but usually they are already applied to the bank.

Bottom line, I am not able to get to a place that I can pick the bank.

Thanks for the update, @Mjenkins2. 

Allow me to step in and provide additional information about your concern about the payment missing. 

The steps provided by my colleague above is correct. Making a bank deposit should put the payment from undeposited funds to your bank account. 

With that said, you can run the verify rebuild tool to detect data damage to your company file. Before proceeding, ensure that you have updated QuickBooks to the latest release.

1. Select File, then select Utilities.
2. Press on Verify Data.
3. Hit on OK to close all windows. If you see “Your data has failed the integrity check” you need to rebuild your file. If there are no problems with your data, you’re done.

After that, proceed with verifying the data:

1. Select File, then select Utilities.
2. Press on Rebuild Data, then select OK to close all windows.
3. QuickBooks will ask you to make a backup before rebuilding your company file, select OK. If you don’t want to do a backup, select Cancel to continue rebuilding your company file.
4. Once the rebuild's finished, select OK.

For more details about this process, please see this link: Verify and rebuild data in QuickBooks Desktop

You can read through this article for additional information with the solution above: Understand how the Undeposited Funds account works.

Upon sharing this, I still suggest consulting with your accountant. He/she might have specific instructions on how to handle your transactions. 

Should you have any follow-up questions or concerns when recording overpayments, don't hesitate to post again in the Community page. We'll be here to assist you. Take care and have a good 

Mjenkins2,

Did you ever get a resolution to your problem?  I've read this entire feed.  I'm having the same problem as you and none of these "solutions" fix the problem.

What I think the problem is, QBO algorithm is trying help us match a deposit to the payment so it is not showing all available payments to be matched, just the ones that "could" match within a certain range of this deposit but definitely those payments that are less than the deposit. This appears to be happening when there is a fee deducted, usually for a credit card, from the deposit to make it significantly less than the payments. 

My situation is a credit card payment was made and those funds posted to bank account 1 but the fee is charged to bank account 2 (because fees can't be charged to bank 1). The fee was added to another credit card payment and the sum was deposited together into bank account 2. When I am matching the deposits with payments in bank account 2, the positive payment does not appear because it is $150 less than the deposit due to the extra fee deduction for to the payment made to Bank 1.

There has to be something in the coding that is keeping all available payments from being seen. I can see the payment I want to match when I try to match a deposit that is greater than the payment.